Senior Event Registration Coordinator - Experiential Marketing Agency

Job Purpose

As Senior Registration & Housing Coordinator you will work across one or multiple clients and projects, working closely with the client’s events team, supporting the Registration Lead, Housing Lead and/or Project Lead in the planning, logistics, admin, execution and delivery of all projects assigned to you. You will have regular client and internal interaction with teams and GPJ colleagues across the globe and multiple time zones.

You will work closely with a team of Registration Managers, Housing Manager and Producers to continually support and deliver your projects. You will demonstrate strong project management and communication skills, with a strong focus on customer satisfaction and the ability to work to timelines and make independent judgement in the resolution of customer service challenges.

Key Responsibilities

• Proactive interaction with the Registration Lead, suppliers, vendors and Client to ensure Registration deliverables are completed timely
• Proactive interaction with the Housing Lead, Hotels and Client to ensure Housing deliverables are completed timely
• Proactive interaction with Producer and Client to ensure other deliverables are completed timely
• Handle registration and/or housing reporting and related tasks
• Manage audits such as registrations, reservations, invitations, and pass allocations
• Responsible for registration data integrity
• Manage event inboxes within service level agreements
• Support delegate, vendor and exhibitor enquiries via email and occasionally via phone
• Manage multiple events and event roles simultaneously
• Travel to attend events internationally (including weekends)
• Handle delegate payments, supplier invoicing and related tasks, when necessary
• Plan and manage on-site registration processes and deliverables as needed
• Plans and manages on-site accommodation/rooming process
• Work with client, suppliers, hotels, other vendors and co-workers in multiple locations and time zones
• Organising, ordering, and managing materials and shipment for on-site
• Support Registration Lead, Housing Lead and Producers and with logistics and administrative tasks
• Proficient in various software applications, such as spreadsheets, databases, manipulating and/or formating data and/or reports
• Set up and manage hotel(s) and room block(s) inventory in the registration & housing platform
• Testing Registration and Housing platform workflows
• Set up registration or housing related email communications
• Reconciles post-event accommodation/rooming report(s); final pick-up at hotel(s), audit results and commission due.

About you

• You are FLEXIBLE - Flexibility is key and the ability to work evenings/weekends as needed and away from home/overseas as required
• You are CURIOUS and INTERESTED - You are eager to learn a team player always willing to support those around you
• You are a PROBLEM SOLVER - You like to challenge yourself, be resourceful and have the ability to work independently and manage your own workload in a fast paced environment
• You are proactive with your peers and colleagues across the business and are always willing to go the extra mile to make sure that your clients and partners are satisfied
• You’re highly motivated and enjoy getting things done
• You have the ability to deal with multiple requests from multiple different people with confidence and the ability to prioritise
• You are a people person who enjoys and values the importance of good processes
• You’re confident with using a variety of different software systems
• You have the ability to work under pressure whilst continuing to respond to tasks quickly and efficiently
• You demonstrates a high level of professionalism at all times
• You want to be part of a team and help create a great work environment and company culture

Your Background, Skills & Experience

Essential:

• Demonstrates strong and effective communication skills
• Strong telephone and email skills with the ability to handle difficult conversations and queries
• Organised - Can multitask, manage time and plan, to include managing concurrent tasks efficiently
• Detail oriented with strong organisational skills
• Hotel Knowledge / Experience
• Registration and/or Events knowledge / Experience
• Ability to work with client/s, co-workers and vendors in multiple locations and time zones
• Strong overall Microsoft office and G-Suite skills, especially Excel/Google Sheets
• Must be a team player. Must be flexible.

Highly Desirable:

• A good level of technical skills including database skills and comfortable working in multiple technical environments
• Experience with platforms such as Rainfocus or Cvent
• Fluency or working knowledge of another European language
• Experience within a marketing or events agency would be an advantage